MITEL 5330 IP and 5340 IP Phones
User Guide
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Table of Contents
ABOUT YOUR PHONE............................................................................................................ 8
Elements of Your Phone ......................................................................................................... 9
Ring/Message indicators....................................................................................................... 11
For Users on Resilient 3300 ICP Systems ............................................................................ 11
Mitel Line Interface Module................................................................................................. 11
TIPS FOR YOUR COMFORT AND SAFETY....................................................................... 12
Don't cradle the handset!....................................................................................................... 12
Protect your hearing.............................................................................................................. 12
Adjust the viewing angle ...................................................................................................... 12
USING YOUR DEFAULT PHONE WINDOW AND KEYS................................................. 13
Getting Started with Your Phone.......................................................................................... 13
ABOUT YOUR PHONE APPLICATIONS............................................................................. 15
Using the Settings Application ............................................................................................. 16
Using the Call History Application....................................................................................... 17
Getting Help.......................................................................................................................... 19
Tips for Setting up your Phone ............................................................................................. 19
CUSTOMIZING YOUR PHONE ............................................................................................ 20
Using the Dial Pad to Enter Information .............................................................................. 20
Using the On-Screen Keyboard to Enter Information .......................................................... 21
Specify User Information...................................................................................................... 21
Specify Language.................................................................................................................. 22
Specify Display Brightness and Contrast ............................................................................. 22
Specify Audio Feedback Options ......................................................................................... 23
Specify Text Size.................................................................................................................. 23
Specify Call Notification Behavior....................................................................................... 24
Adjust the Ringer .................................................................................................................. 24
Enable a Screen Saver (5340 only)...................................................................................... 25
Program Receipt of External Messaging .............................................................................. 26
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5330/5340 IP Phones – User Guide
Enable URL Displays on your Phone ................................................................................... 26
Enable PC Connectivity........................................................................................................ 26
USING THE PC COMPANION APPLICATION................................................................... 27
About the PC Companion Application ................................................................................. 27
Configuring the PC Companion Application on Your Phone .............................................. 27
Installing the PC Companion Application ............................................................................ 27
Opening the PC Companion Application ............................................................................. 28
Programming Feature Keys Using the PC Companion Application..................................... 29
Clearing, Editing or Copying Key Programming ................................................................. 30
PROGRAMING FEATURES ON YOUR KEYS.................................................................... 31
Tips on Programming Features............................................................................................. 31
Program Feature Keys Using the Settings Application ........................................................ 34
Clear Programming from a Key............................................................................................ 35
SETTING UP YOUR CONTACT LIST (5340 ONLY) .......................................................... 36
Adding names to your contact list ........................................................................................ 36
Editing information in your contact list................................................................................ 36
MAKING AND ANSWERING CALLS.................................................................................. 37
Dial from your People Application (5340 IP Phone only).................................................... 37
Phone Book........................................................................................................................... 37
Answer a call......................................................................................................................... 38
End a call............................................................................................................................... 38
Redial .................................................................................................................................... 38
Redial - Saved Number......................................................................................................... 39
Handsfree Operation ............................................................................................................. 39
Auto-Answer......................................................................................................................... 40
Using the Analog line ........................................................................................................... 40
CALL HANDLING.................................................................................................................. 41
Hold....................................................................................................................................... 41
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Table of Contents
Mute ...................................................................................................................................... 41
Transfer................................................................................................................................. 42
Conference ............................................................................................................................ 42
Conference Split.................................................................................................................... 42
Add Held............................................................................................................................... 43
Swap...................................................................................................................................... 43
Call Forwarding .................................................................................................................... 43
USING OTHER FEATURES................................................................................................... 47
Account Codes...................................................................................................................... 47
ACD ...................................................................................................................................... 47
Attendant Call Hold - Remote Retrieve................................................................................ 48
Callback ................................................................................................................................ 48
Call Forward - Remote (I'm Here)........................................................................................ 48
Call Forward - End Chaining................................................................................................ 49
Call Forward - Forced........................................................................................................... 49
Call Forward - Override........................................................................................................ 50
Call Park................................................................................................................................ 50
Call Pickup............................................................................................................................ 51
Campon................................................................................................................................. 51
Direct Paging ........................................................................................................................ 51
Do Not Disturb...................................................................................................................... 55
Emergency Calls ................................................................................................................... 55
Float Keys (5340 IP Phone).................................................................................................. 57
Group Listen ......................................................................................................................... 60
Group Paging / Meet Me Answer ......................................................................................... 60
Headset Operation................................................................................................................. 61
Hot Desking .......................................................................................................................... 62
Hot Desk Remote Logout ..................................................................................................... 62
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5330/5340 IP Phones – User Guide
Hot Desk - PIN Change ........................................................................................................ 63
Make Busy ............................................................................................................................ 63
Message Waiting Indicator ................................................................................................... 64
Messaging - Advisory........................................................................................................... 64
Messaging - Callback............................................................................................................ 64
Messaging - Cancel Callback................................................................................................ 66
Messaging - Cancel All Callbacks........................................................................................ 66
Music..................................................................................................................................... 66
Night Answer........................................................................................................................ 66
Override (Intrude) ................................................................................................................. 67
Paging ................................................................................................................................... 67
Record a Call......................................................................................................................... 67
Reminder............................................................................................................................... 68
Speak@Ease.......................................................................................................................... 69
Speed Call ............................................................................................................................. 69
Tag Call................................................................................................................................. 69
Trunk Flash ........................................................................................................................... 70
VISUAL VOICE MAIL (5340 IP Phone Only) ....................................................................... 71
Set up your mailbox.............................................................................................................. 71
Enable Visual Voice Mail..................................................................................................... 71
Opening the Visual Voice Mail application.......................................................................... 71
Log into your mailbox from your own extension ................................................................. 71
Log into your mailbox from another extension .................................................................... 72
Log out of your mailbox ....................................................................................................... 72
About the Visual Voice Mail main window ......................................................................... 73
Display message details ........................................................................................................ 74
Play a voice message ............................................................................................................ 75
Dial message sender.............................................................................................................. 75
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Save a message ..................................................................................................................... 76
Delete a message................................................................................................................... 76
Add a message sender to your contacts list........................................................................... 76
Forward a message to another mailbox................................................................................. 76
Forward a message to your email address ............................................................................ 77
USING YOUR PHONE WITH THE 5310 IP CONFERENCE UNIT.................................... 78
Access the Conference Controller......................................................................................... 78
Turn the conference unit on and off...................................................................................... 78
Adjust the conference unit volume ....................................................................................... 78
Place the conference unit in Presentation mode.................................................................... 78
Exit the conference controller............................................................................................... 78
Mute the conference unit....................................................................................................... 79
USING THE LINE INTERFACE MODULE .......................................................................... 79
Making and Answering Calls Using the Analog key............................................................ 79
Making and Answering Calls Using the Failover Mode....................................................... 80
USING YOUR PHONE WITH THE CORDLESS MODULE AND ACCESSORIES .......... 81
USING THE CORDLESS HANDSET .................................................................................... 85
USING THE CORDLESS HEADSET..................................................................................... 89
USING THE CORDLESS DEVICES APPLICATION........................................................... 92
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ABOUT YOUR PHONE
®
The Mitel 5330 and 5340 IP Phones are full-feature, dual port, dual mode enterprise-class
telephones that provide voice communication over an IP network. They both feature a large
graphics display (160 x 320) and self-labeling keys. The 5330 IP Phone offers 24 programmable
multi-function keys and the 5340 IP Phone offers 48 programmable multi-function keys for one-
touch feature access. Both phones provide ten fixed feature keys for convenient access to
features such as Conferencing, Redial, and many customizable user settings as well as
navigational keys to access various screens and application layers. The 5330 and 5340 IP Phones
also feature a PC Companion application, which is a PC-based desktop programming tool, that
allows you to easily configure your phone from your Personal Computer (PC).
The 5330 and 5340 IP Phones support Mitel Call Control (MiNet) protocol and session initiated
protocols (SIP). Both phones support the Line Interface Module and 5310 IP Conference Unit.
Additionally, they support Hot Desking and Clustered Hot Desking as well as Resiliency. The
5330/5340 phones are ideal for executives and managers, and can be used as an ACD Agent or
Supervisor Phone, as well as a Teleworker Phone.
The 5330 IP Phone
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5330/5340 IP Phones – User Guide
The 5340 IP Phone
Elements of Your Phone
Feature
Function
1) Display
Provides a large, high-resolution viewing area that assists you in selecting
and using phone features.
2) Ring/Message
Indicator
Flashes to signal an incoming call and to indicate a message waiting in
your voice mailbox.
3) Volume, Speaker Provide the following audio control capability:
and Mute Controls
•
(UP) and
handset, and handsfree speakers.
(DOWN) provide volume control for the ringer,
•
(SPEAKER) enables and disables Handsfree mode.
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5330/5340 IP Phones – User Guide
Elements of Your Phone
Feature
Function
•
(MUTE) enables Mute, which allows you to temporarily turn
your phone's handset, headset or handsfree microphone off during a
call.
4) Fixed Function Give you access to the following phone functions:
Keys
•
(APPLICATIONS): provides access to menus for your phone's
applications and settings.
•
(CANCEL): ends a call when pressed during the call, and, when
you are programming the phone, eliminates any input and returns to
the previous menu level.
•
•
•
(REDIAL): calls the last number dialed.
(HOLD): places the current call on hold.
(TRANS/CONF): initiates a call transfer or establishes a
three-party conference call.
•
(MESSAGE): provides access to your voice mailbox and
flashes to notify you of messages waiting in your voice mailbox.
Note: The Ring/Message indicator also flashes when messages are
waiting.
5) Keypad
Use to dial.
6)Navigation Page Use to display additional pages of information. The 5330 has two page
Keys
navigation keys: Back and Next. The 5340 has three page navigation keys:
Back, Next, and Home.
7) Programmable
Provides 24 (on the 5330) and 48 (on the 5340) self-labeling keys that can
Feature Keys and be programmed as speed call keys, fixed function keys, hard keys,
Softkeys.
applications, or line appearance keys, according to your communication
needs On your home page, the bottom right feature key is always your
Prime Line key on a 5340 IP Phone; and the bottom left feature key is
always your Prime Line key on the 5330 IP Phone. The top three keys are
softkeys.
8) Handsfree
Speaker
Provides sound for Handsfree calls and background music.
9) Handset
Use for handset calls. If you are in headset or handsfree mode, you do not
need to use the handset.
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5330/5340 IP Phones – User Guide
Ring/Message indicators
When indicator is
Flashing rapidly
Flashing slowly
On
it means that
Your phone is ringing
A message or callback message is waiting at your phone
Your phone is ringing another phone
Off
Your phone is idle, or you are on a call
For Users on Resilient 3300 ICP Systems
If during a call, you hear a beep repeated every 20 seconds it means that your phone is switching
to a secondary 3300 ICP system. The call continues and there is a change in the operation of
some keys and features on your phone. Normal operation resumes when your phone switches
back to the primary system. If your phone is idle and switched to the secondary system, you'll
see a flashing rectangle on the display. The rectangle remains until the switch to the primary
system is complete.
If the phone fails over to the secondary ICP, you have access to your mailbox on the secondary
ICP only if your Administrator has programmed a mailbox for you.
Notes:
• The mailbox on the secondary ICP will not contain the same messages as the mailboxes
on the primary ICP. Any preferences that are voice mail related are not carried from the
primary ICP to the secondary ICP. These preferences must be set on both ICPs.
• The People and Settings applications do not support resiliency. Your logs, contact
information and any Settings on the primary ICP will not be carried from the primary ICP
to the secondary ICP.
Mitel Line Interface Module
The Line Interface module is an optional device that adds an analog phone line (POTS)
capability to your phone. If Emergency Call Routing is not programmed on your 3300 ICP, you
must use the Line Interface Module to dial emergency calls. For more information on emergency
number dialing, refer to Emergency Calls. If you have a Line Interface Module connected to
your phone, all programming of the Line Interface Module, except the Analog Key, is done by
the Installer when your phone is installed. For more information, refer to Programming Features
on Your Keys and Using the Line Interface Module.
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5330/5340 IP Phones – User Guide
TIPS FOR YOUR COMFORT AND SAFETY
Don't cradle the handset!
Prolonged use of the handset can lead to neck, shoulder, or back discomfort, especially if you
cradle the handset between your ear and shoulder. If you use your phone a lot, you may find it
more comfortable to use a headset. See the section on headset usage elsewhere in this guide for
more information.
Protect your hearing
Your phone has a control for adjusting the volume of the handset receiver or headset. Because
continuous exposure to loud sounds can contribute to hearing loss, keep the volume at a
moderate level.
Adjust the viewing angle
The stand built into your phone tilts to give you a better view of the keys.
To tilt your telephone for better viewing:
1. Turn the phone so that the front faces away from you.
2. Hold the base unit firmly and press the release tabs on the sides of the stand to detach the
base unit.
3. Hinge the hooks of the base unit into the notches on the back of the phone and snap into
place as follows:
a) For a high-angle mount, hinge the two lower hooks into the bottom set of notches
and snap the two upper hooks into the middle set of notches.
b) For a low-angle mount, hinge the two lower hooks into the middle set of notches and
snap the two upper hooks into the top set of notches.
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5330/5340 IP Phones – User Guide
USING YOUR DEFAULT PHONE WINDOW AND KEYS
The 5340 and 5330 IP Phone default phone windows and keys are shown and described below.
The Phone window provides access to programmable keys and the main phone interface.
Getting Started with Your Phone
When you receive your phone, you need to program features and applications. Press the blue
Applications key
to access your phone’s applications. You can then program your phone’s
settings, your contact list using People (5340 IP Phone), Call Forwarding and so forth. See Using
Your Phone Applications.
5340 and 5330 IP Phone Window
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5330/5340 IP Phones – User Guide
5340 and 5330 IP Phone Default Window and Keys
Feature
Function
1) Softkeys
Allow you to access specific call control features, which are context
sensitive. Non-programmable feature keys, which are specific to the
application or state of the set. The 5330 provides three softkeys and the
5340 provides six softkeys.
2) Programmable
Keys
Launch specific call control features. Use the Settings application or the PC
Companion application to program these keys. The 5340 provides 16
programmable keys per page (a maximum of 47 programmable keys plus 1
prime line key). The 5330 provides 8 per page (a maximum of 23
programmable keys plus 1 prime line key). For instructions on
programming the keys, see Programming Features on Your Keys.
3) Navigation Page Display additional pages of information The 5330 has two page navigation
Keys
keys: Back and Next, while the 5340 has three page navigation keys: Back,
Home, and Next.
4) Status Line
Displays time, date, and icons indicating feature states as follows:
• Message Waiting (
) - Indicates new voice mail.
• Headset ( ) - Indicates that the phone is in headset mode.
• DND ( ) - Indicates DND (Do not disturb) mode.
• Logged in as ( ) - Indicates that a hot desk user is logged in.
• Conference Unit ( ) - Indicates that the Conference Unit is
connected and turned on.
5) Information Area Provides prompts in most phone applications. Content changes based on
the application.
6) Footer
Shows context and summary information based on information in the
Programmable Keys area, such as Page Indicators, numbers of items, and
so forth.
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5330/5340 IP Phones – User Guide
ABOUT YOUR PHONE APPLICATIONS
Your 5330 and 5340 IP Phones provide applications that simplify the use of your phone.
To open the Applications window, press the blue Applications
key. The Applications home
window gives the current status of your phone’s applications.
To open an application, press the key beside the application name:
• People (5340 IP Phone only): Use the People application to add, delete and edit contact
names and numbers. You can also dial anyone on your contact list from the People
application. The People window displays up to eight contacts per page, ordered
alphabetically by last name For information on using the People application, refer to
Setting Up Your Contact List and Dial From Your People Application.
• Call Forwarding: Use the Call Forwarding application to quickly set Call Forward
Always and to create Call Forward profiles that identify where to send your incoming
calls. The Call Forwarding window shows a list of your Call Forwarding profiles and
indicates which one is active. See Call Forward for more information on how to add, edit,
delete, and activate Call Forwarding profiles.
• Call History: Use the Call History application to display lists of the calls that you have
missed, made, and answered. This feature allows you to filter the call records and display
information on each call on the list. See Using the Call History Application for more
information.
• Conference Unit: Use the Conference Unit application to control the 5310 IP Conference
Unit. Use this application to turn the conference unit off or on, to adjust the volume, or to
put the conference unit into Presentation mode. You can only run one Conference
Controller session at a time. The Conference Unit application is available only when your
phone is connected to a 5310 Conference Unit. See Using Your Phone with the 5310
Conference Unit for more information.
• Cordless Module and Accessories: Use the Cordless Module application to configure
and view status of cordless accessories. See Using the Cordless Module for more
information.
• Settings: Use the Settings application to display and quickly change your phone’s current
communications settings. See Using the Settings Application for more information.
• Launch PC Application: Provides a launch point to the PC Companion Application. See
Using the PC Companion Application for more information.
• Help: Provides access to Launch PC Help and Quick Help and displays a list of the key
icons.
• Call Info: Use the Call Info application to display caller information on your phone’s
prime line. Call Info appears automatically on incoming calls if the Call Notification—
Display Call Info Setting is enabled and Call Info is available
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5330/5340 IP Phones – User Guide
You can press the programmed application key from the default Phone Window. For information
on programming keys, see Programming Features On Your Keys.
Using the Settings Application
The Settings application provides a single location to access all your phone settings.
The Settings window provides access to the Settings application. Select any of the options below
to access a window where you can view and configure settings for your phone. The Settings
window provides the following:
• User Information: Use to specify your name and phone number.
• Languages: Allows you to select the language in which phone prompts and applications
appear. Supported languages are English, French, Spanish, German, Dutch, Italian, and
Portuguese. Note: The system can support up to three languages at one time. Language
choices appearing in the phone display are controlled by ICP programming.
• Text Size: Allows you to specify the font size (large or small) for the 5340 IP Phone.
• Programmable Keys: Use to assign features to the Programmable Keys that are
available in the Phone application.
• Call Notification: Use to specify that the Phone application behavior when incoming or
outgoing calls occur.
• Brightness and Contrast: Allows you to adjust the display brightness and contrast of
your phone.
• Screen Saver: Allows you to specify a specific time of inactivity on your phone that
triggers the screen saver to display.
• Audio Feedback: This setting allows you to adjust the volume of the audio feedback as
well as the error beeps and enable or disable the setting.
• Message Key Configuration: Allows you to configure the Message
key.
• External Message: Allows you to program your phone to launch the Phone application
when it displays special messages in the Information Display area.
• Go To URL: Allows you to enable third party URLs to display in the Web Browser
application.
• PC Connectivity: Allows you to enter a password that is used by the phone to establish
communications with the PC-resident 5330/5340 Companion application.
• About 5330/5340 IP Phone: This screen displays the software release.
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5330/5340 IP Phones – User Guide
Using the Call History Application
Use this application to display logs of your most recent 50 calls. After the 50-call limit has been
reached, the oldest log is replaced each time a new call is missed, made, or answered.
From this application, you can
• display logs by type
• display call information (if available) for the logs
• return missed calls by pressing a key (5340 IP only)
• delete or modify digits before saving or dialing a call
• delete logs
If you are a hot-desk user, you can view and maintain your call history logs when you are logged
into another extension.
View Call Log Details
1. From the idle display, press the blue Applications
key and then press Call History.
(Missed Calls) appears next to the key label if you have missed calls.
2. Press
• Missed to view your missed calls (if any).
• All to view a list of all logs (5340 IP only)
• Answered to view logs of your incoming calls
• Made to view logs of your outgoing calls.
3. Use the navigation keys at the bottom of the display to move to the previous, first, or next
page of logs. The total number of logs in the current list is shown in the bottom left
corner of the display. The bottom right corner shows the range of logs (for example 1 -7)
that are currently displayed.
4. Press the key to the right of the log to call the contact (5340 IP Phone only)
or
Press the key to the left of the log to display the call details:
• Name and number (if available)
• Log type and number of attempts (for example 2x)
• Type of call: Transfer (Tsf.) or Conference (Conf.)
• Time and date of log
• Duration of call in hours:minutes:seconds (for Made and Answered logs).
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5330/5340 IP Phones – User Guide
5. Do one of the following:
• If necessary, use the keypad, Delete Digit, and Backspace keys to modify the
number. Press Dial to call the number or press To Contacts to save the contact
details to the People application (5340 IP Phone only).
• Press
• Press Close to return to the previous list.
Review Call Log Icons
or
at the bottom of the set to display details for another log.
1. Press the blue Applications
key, press Help, and press Key Icons.
2. Press or to navigate to the list of Call History icons. Note that “New”
logs are any logs that have been generated since the last time you accessed the Call
History application.
Delete Logs
To delete an individual log press the key to the left of the log to display the call details and then
press Delete Log Entry.
To delete all logs by type
1. From the idle display, press the blue Applications
key and then press Call History.
or
Press the Call Hist feature access key. (Missed Calls) appears next to the key label if
you have missed calls.
2. Press
• Missed to view your missed calls (if any)
• All to view all logs (5340 IP only)
• Answered to view logs of your incoming calls
• Made to view logs of your outgoing calls.
3. Press Delete List to delete all logs from the currently displayed list.
4. You are prompted to confirm the delete. Press Delete.
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5330/5340 IP Phones – User Guide
Getting Help
To access the 5330/5340 IP Phone help and documentation:
1. Press the blue Applications
key.
2. Press Help. You have the following options:
• Press Key Icons or Quick Help.
• Press
help option.
or
at the bottom of the set to view items for the selected
3. Press Close.
Tips for Setting up your Phone
After you receive your 5330/5340 IP Phone, use the options in the Settings application to
customize your phone. After customizing your phone, press the blue Applications
key to
verify the settings are correct. Now, you are ready to begin using your phone.
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5330/5340 IP Phones – User Guide
CUSTOMIZING YOUR PHONE
Use the Settings application to customize your phone.
Note: The System Administrator can invoke a Lock to Factory default option on a per-phone
basis. When this is in effect, the system administrator sets the following settings and you cannot
change them:
• Programmable Keys
• External Messaging
• Go to URL
Using the Dial Pad to Enter Information
You can use the standard dial pad keys 0-9, and * and # to enter a name and or number for
applications and features. Using the dial pad is the default option. You can also use the on-screen
keyboard by selecting Keyboard while entering text (see Using the On-screen Keyboard).
The following table illustrates the characters you can enter by pressing a key consecutively. For
example, to enter the letter “e”, press the ‘3’ key twice.
Key Characters
Characters are automatically
1
2
3
4
5
6
7
8
9
0
*
1
a
inserted after a one-second
delay. If you make an error,
use Backspace and Clear
(5340 only) to make
b
e
c
f
A
D
G
J
B
E
C
F
2
3
d
g
j
corrections.
Press
or
h
k
n
q
u
x
i
H
K
N
P
I
4
at the bottom of the set to
move the cursor forwards or
backwards without deleting
characters.
l
L
O
Q
V
X
5
m
p
t
o
r
M
s
6
Note: When a text entry
window is open, you cannot
use the dial pad for dialing.
R
8
S
Z
7
9
v
y
T
z
U
W
w
0
*
Y
Space
‘ ‘
#
#
.
,
(
)
+
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5330/5340 IP Phones – User Guide
Using the On-Screen Keyboard to Enter Information
The onscreen keyboard can be used to enter name and number information into applications and
features.
1. When prompted to enter name/number information, press Keyboard to display the on-
screen keyboard.
2. Press Next Page and Previous Page to navigate to the set of characters needed for your
input.
3. Repeatedly press the key next to the character you want to enter until that character is
highlighted. The character is automatically inserted after a one-second delay. If you make
an error, press
or
at the bottom of the set to move the cursor backwards
or forwards. This does not delete any characters. You can press Backspace or Clear
(5340 only) to delete characters.
4. After you have entered all the characters, press Save.
5. Continue with text entry as required by the application or press Close.
Specify User Information
To specify the phone number displayed on your phone:
1. Press Settings.
2. Press User Information.
3. Press Edit Name.
4. Using the dial pad, press the appropriate letters to spell your name (see Using the Dial
Pad to Enter Information).
5. Press Save.
6. Press Edit Number.
7. Using the dial pad, press the appropriate numbers for your line (see Using the Dial Pad to
Enter Information).
8. Press Save.
9. Press Save again.
Note: Press Cancel at any time to exit this application without making any changes or press
Clear to clear the entered name and number.
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5330/5340 IP Phones – User Guide
Specify Language
To specify the language in which prompts and applications display:
1. Press Settings.
2. Press the Language setting.
The phone displays the three language selections that are currently programmed in the
ICP.
3. Select the appropriate language and press Save.
The phone displays your chosen language.
Note: Languages supported on the 5330/5340 may differ from those supported on the ICP. If the
phone is configured for an unsupported language, the prompts may appear in your selected
language but the Application language for the phone defaults to English. The Language window
displays "(name of the selected language)(Unsupported)".
Specify Display Brightness and Contrast
You can adjust the brightness and display contrast either via the phone volume controls (when
the phone is idle) or via the Settings application. (Brightness adjustment on a 5330 IP Phone is
available on models with backlit displays only.)
To adjust the display contrast using the volume controls:
• Repeatedly press
(UP) or
(DOWN).
Note: You can use this method only when the phone is idle. If the phone is ringing, this action
adjusts the ring volume. If the phone is in use, this action adjusts the handset, headset and
speakerphone volume.
To adjust the display brightness and contrast using the Settings application:
1. Press Settings.
2. Press Brightness and Contrast.
3. Press the Brightness and Contrast keys to adjust the brightness and contrast of your
screen.
4. Press Save.
Note: Press Cancel at any time to exit this application without making any changes.
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Specify Audio Feedback Options
The error beep volume in the phone is related to the volume of the speaker. You can set the beep
volume using this procedure; however, adjusting the speaker volume also affects the beep
volume.
To adjust the volume of the audio feedback:
1. Press Settings.
2. Press Audio Feedback.
3. Set the options using the appropriate actions described below:
Option
Action
Turn audio feedback off for errors
Press Turn Off.
Adjust audio for error beeps
Press Volume + or Volume –
Turn audio feedback on for errors
Press Play Error Tone
4. Click Save.
Note: Press Cancel at any time to exit this application without making any changes.
Specify Text Size
To specify the text size that displays on the phone:
1. Press Settings.
2. Press Text Size.
3. Select Large Text or Small Text.
4. Press Save.
Note: This setting is available only on the 5340 since the 5330 always uses large text. Large is
the default text size on the 5340 IP Phone.
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Specify Call Notification Behavior
To specify that the Phone window automatically displays when you are making or receiving
calls:
1. Press Settings.
2. Press Call Notification.
3. Press the appropriate options to identify when you want the Phone window to display.
For example, if you select the Made option, each time the phone goes off hook to make a
call, the Phone window is displayed.
4. Press Save.
Notes:
• When To my prime line is selected, select Display Call Info to display Call Information
instead of the Phone window.
• Press Cancel at any time to exit this application without making any changes.
• When the Conference Unit application is displayed, the Phone application is not
automatically displayed when making or receiving calls.
Adjust the Ringer
To adjust the Ringer Volume while the phone is idle:
1. Press Superkey (must be programmed to a key).
2. Press the No softkey until "Ringer Adjust?" appears.
3. Press “Ring Adjust”.
4. Press No.
5. Press “Ringer Vol”.
6. Press
(UP) or
(DOWN) .
7. Press Superkey.
Note: Adjusting ringer volume also adjusts cordless headset/handset ringer tone.
To adjust the Ringer Volume while the phone is ringing:
• Press
(UP) or
(DOWN).
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Notes:
• If the phone is in talk state, this action adjusts the volume of the handset, headset or
speaker.
• If the phone is idle, this action adjusts the contrast.
To adjust the Ringer Pitch while the phone is idle:
1. Press Superkey (must be programmed to a key).
2. Press the No softkey until "Ringer Adjust?" appears.
3. Press “Ring Adjust”.
4. Press “Ringer Pitch”.
5. Press
(UP) or
(DOWN).
6. Press Superkey.
Enable a Screen Saver (5340 only)
You can program your screen saver to turn on after a specific time period of inactivity on your
phone.
To enable a screen saver:
1. Press Settings.
2. Press Screen Saver.
3. Select the inactivity time, which will activate the backlight switch to turn off.
4. Press the checkbox opposite Display image if you wish the screen saver to be displayed.
If you do not press this checkbox, only the set backlight is turned on.
5. Use the Brightness options to adjust the Brightness of the screen saver, if necessary.
6. Press Save.
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Program Receipt of External Messaging
You can program your phone to launch the Phone application when it receives messages (other
than phone calls).
To program receipt of External message types:
1. Press Settings.
2. Press External Messages.
3. Press the checkbox Enable.
4. Press Save.
Enable URL Displays on your Phone
To enable third-party URLs to display in the Web Browser application:
1. Press Settings.
2. Press Go to URL.
3. Press the checkbox Enable.
4. Press Save.
Enable PC Connectivity
To enable a connection to be set up between your phone and the PC Companion Application:
1. Press Settings.
2. Press PC Connectivity.
3. Press the checkbox Enable.
4. Press Save.
For more information on setting up the PC Companion Application, Configuring the PC
Companion on Your Phone.
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USING THE PC COMPANION APPLICATION
About the PC Companion Application
The PC Companion Application is a PC-based desktop programming tool that allows you to
easily program your phone keys and label those keys using your PC. You can also use the PC
Companion Application to program your feature keys to launch phone or PC applications, open
PC documents like a Microsoft Word document, or navigate to a URL directly using your
browser.
Configuring the PC Companion Application on Your Phone
Use this procedure to connect your phone to the PC. This procedure is normally required only
once. When your PC and phone have successfully associated the first time, your settings are
saved and reused for each subsequent connection.
1. Press Settings, and then select PC Connectivity.
The phone's IP Address appears on the display:
IP Address for PC: AAA.BBB.CCC.DDD
2. Record the IP address, if desired, or repeat Step 1 when you need to view the IP address.
3. Still in the PC Connectivity window, select Enable.
4. Select Edit password and enter the password that will be used to set up the association
with the PC application. You can also choose to use the default password. Record this
password as you will need it to configure the PC application.
5. Proceed to Installing the PC Companion Application below.
Installing the PC Companion Application
Use this procedure to install the PC Companion Application software.
1. Determine the installation directory from which to install the PC Companion Application.
For example, this may be a CD-ROM or a network directory. Contact your System
Administrator if you have any questions.
2. Shut down all other applications before installing the PC Companion Application.
3. From the installation directory, double-click Setup.exe.
4. If there is a previous installation of the PC Companion Application on your PC, the
installer indicates that you should remove it first. Use the Add or Remove Programs in
Control Panel, and scroll to Mitel 5330 5340 PC Companion Application, select it, and
click on Remove. When this is completed, double click Setup.exe again.
5. Follow the instructions in the installation program.
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6. To launch the PC Companion Application, click the Windows Start menu and navigate to
Mitel -> Mitel 5330 5340 PC Companion Application.
7. In the PC Companion application, do the following:
a) Select PC Connectivity from the menu on the left.
b) Enter the IP Address field you recorded in Step 2 in Configuring the PC Companion
on Your Phone.) Enter the password you selected in Step 4 in Configuring the PC
Companion on Your Phone or use the default password.
8. Click Connect.
The PC Companion Application connects with the 5330/5340 IP phone.
Notes:
• The PC Companion application is started every time you log in or your PC is restarted.
• If your PC Companion Application is not connecting to your phone (for example, if your
programmed feature Keys are disabled or you receive an error message upon start-up),
contact your administrator.
• To ensure that the PC Companion Application displays properly, verify that your screen
meets the minimum VGA screen requirements documented in the Installation Guide.
Opening the PC Companion Application
You can open the PC Companion Application in one of the following ways:
• Double-click the Tool tray icon (
) or desktop shortcut icon (
).
• Select your Windows Start menu, select Programs, then Mitel, then PC Companion
Application.
• From your phone’s default Phone window, press the blue Applications
key, and then
press Launch PC Application.
• Press the PC App programmed feature key (if available) from your phone’s default
Phone window.
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Programming Feature Keys Using the PC Companion Application
1. Select Programmable Keys from the menu, and then click the desired key.
2. Program a phone feature, phone applications, or PC application:
To program a Phone Feature:
• Select Telephone Feature from the Feature list.
• Select the desired feature and then enter the required information in the fields
provided.
To program a Phone Application:
• Select the application from the Feature list.
To program a PC Application:
• Select the desired PC application from the Feature list and then enter the required
information in the fields provided.
3. Click Save.
Notes:
• To program a Call Forwarding feature key, you must use the Call Forwarding
application. See Call Forward for programming instructions.
• In the Programmable Keys dialog, select Clear this Key if you make a mistake or if
you wish to start over (that is, clear all entered data) when programming a key.
• If your administrator has programmed the keys using an external program, then you may
not be able to modify the key programming. If the Clear option is not available on the
pop-up menu when you right-click a key, or if the Save button is disabled in the
Programmable Keys dialog, contact your administrator to see if you have the option to
program your keys.
• To ensure that the Open URL feature key launches in a new window (instead of
launching in an already open window), you may need to configure your Internet browser
settings not to reuse open browser windows. For example, in Microsoft Internet Explorer,
you select Tools followed by Internet Options, click the Advanced tab, and then ensure
that the Reuse windows for launching shortcuts option is not selected. Refer to your
browser help files for detailed procedures.
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Clearing, Editing or Copying Key Programming
1. Select Programmable Keys from the menu.
2. Right-click the key you want to clear, edit, or copy.
3. Do one of the following:
• Select Clear. Re-program the key, if desired.
• Select Edit…, reprogram the key as desired, and then click Save.
• Select Copy, right-click the key you wish to paste programming information to,
and then select Paste.
Note: You must enter a new label when changing key programming. If you do not enter a new
label, the Label field displays the label that applied to the previous programmed key.
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PROGRAMING FEATURES ON YOUR KEYS
Tips on Programming Features
You can program your phone's programmable keys to enable features. To program your keys,
use:
• Settings application
• PC Companion application
You can assign the following to a programmable Key:
• Features and Fixed function keys: see Program Feature Keys Using the Setting
Application.
• Applications: People, Settings, Call Forwarding, Conference Unit (see Program Phone
Application)
Note:
• Only the System Administrator can program line select and line appearance keys. The
user’s Prime line by default is Key 1.
Features available for programming on programmable keys
Feature
Default Label
Speed Call
Music
Speed Call
Music
Night Answer
Account Code Verified
Account Code Non-Verified
Hot Desking
Phonebook
Night Ans
Acct Verified
Acct Non-Ver
Hot Desk
Phonebook
Speak@Ease
Auto Ans
Speak@Ease™
Auto Answer
Paging
Paging
Call Pickup
Call Pickup
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Feature
Default Label
Call Back
Headset
Call Back
Headset1
Make Busy
Campon
Make Busy
Campon
Override
Page
Override
Direct Page
Do Not Disturb
Single Flash
Double Flash
Meet Me Answer
Message Waiting Indicator
Emergency Call
Tag Call
DND
Flash
Dbl Flash
Meet Me
Msg Waiting
Emergency
Tag Call
Privacy Rls
Swap
Privacy Release
Swap
Release
Release
Call History
Call Park
Call Hist
Call Park
Park Retrieve
Float Keys
Grp Listen
Superkey
Redial
Call Park Retrieve
Float Keys
Group Listen
Superkey
Redial
Speaker
Speaker
Message
Message
Hold
Hold
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Feature
Default Label
Trans/Conf
Cancel
Transfer/Conference
Cancel
Analog Line
Analog Line
1. Turning on the Headset feature key has no effect on the Cordless Headset.
Applications available for programming on programmable keys
Application
Applications List
Call History
People
Default Label
Applications
Call Hist
People
Call Forwarding
Conference Unit
Launch PC Application
Help
Forwarding
Conf Unit
PC App
Help
Settings
Settings
Call Info
Call Info
Voice mail
Visual Voice Mail
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Program Feature Keys Using the Settings Application
To program a Phone Feature or hard key:
1. Press Settings.
2. Press Programmable Keys.
3. Press the key you wish to program.
4. If applications are displayed, press View Features.
5. Use the Page Navigation keys to move through the features list.
6. Select the desired feature or fixed function key from the list. A default label is
automatically assigned to the key.
7. Enter the required information in the fields provided, if necessary.
8. If you are programming any feature other than Speed Call, Message Waiting Indicator,
Call Park and Call Park Retrieve, press Save and you are finished with this procedure. If
you are programming Message Waiting Indicator and or Call Park, perform the following
steps:
• Press the Edit Number field.
• Using the dial pad, enter the appropriate numbers that correspond to the phone
whose messages you wish to be notified of (Message Waiting) or the directory
number (Call Park).
• Press Save.
9. Press Close.
To program a Phone Application:
1. Press Settings.
2. Press Programmable Keys.
3. Press the key you wish to program.
4. If Features are displayed, press View Applications.
5. Select the desired application.
6. Press Save.
7. Press Close.
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To program Speed Call:
1. Press Settings.
2. Press Programmable Keys.
3. Press the key you wish to program. If it’s already programmed, press Clear Key.
4. Press Speed Call.
5. Press Edit Label and enter the label for the Speed Call.
6. Press Save.
7. Press Edit Number and enter the phone number for the Speed Call:
- The maximum length is 26 characters.
- 0-9, # and *. Pause and Flash are not allowed.
- You can use dial pad to enter the number.
8. Press Save, and then press Save again.
9. Press Close.
Notes:
• To return to the Feature or Applications list at any time, press Cancel or View
Applications.
• You can also choose to Edit the Label, Clear Information, and Clear Key.
Clear Programming from a Key
You may wish to clear the programming from a key if you are no longer using it.
To clear the feature or application programming from a key:
1. Press Settings.
2. Press Programmable Keys.
3. Press the key you wish to clear.
4. Press Clear Key.
5. Press Close.
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SETTING UP YOUR CONTACT LIST (5340 ONLY)
Use the People application to set up your contact list.
Adding names to your contact list
You can add a name to your contact list by entering it directly using the People application or by
copying a number from the Call Info window. Since a contact’s phone number is mandatory and
its name is optional, you are prompted to enter the number first.
To add a name to your contact list using the People application:
1. Open the People application.
2. Press New.
3. Enter the number.
4. Press Save. The First Name window appears.
5. Press the appropriate letters to spell the first name of your contact.
6. Press Save.
7. Press Close.
Editing information in your contact list
1. Open the People application.
2. Press the name you wish to edit.
Note: If you wish to delete the name from your contact list, press Delete.
3. Press Edit Name.
4. In the on-screen keyboard, update the appropriate information (see Using the Dial Pad to
Enter Information).
5. Press Save.
6. Press Edit Number.
7. In the on-screen keyboard, update the appropriate information.
8. Press Save followed by Close.
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MAKING AND ANSWERING CALLS
You can make a call using one of the following methods:
• Dial a number from the People application (for the 5340 IP Phone only).
• Press the programmed key associated with the party you want to call. For more
information about programming keys, see Programming Features On Your Keys.
• Dial the number using the dialpad.
• Use Phone Book (see Phone Book below).
Dial from your People Application (5340 IP Phone only)
To dial a contact from your People list:
1. Open the People application.
2. Use the navigation keys to page through the contact list and select the name.
3. Dial the contact name using one of the following methods:
• Select a contact name and press Dial.
• Press the key to the right of the contact’s dial icon in the main list. (The contact
name does not need to be selected.)
4. Continue the call using the speakerphone or lift the handset.
Phone Book
To use Phone Book:
1. Press Phone Book (if available) or the key programmed as Phone Book.
2. Enter the name of the desired party, as follows:
• For each letter in the name, press the appropriate key on the keypad until the letter
is shown in the display. For example, if the letter C is required, press the digit 2
three times.
• Use the <— softkey to correct errors.
• If the next letter in the name is on the same digit key as the previous letter, press
the —> softkey before proceeding.
• If required, press —> softkey to add a space between the first and last name.
3. Press the Lookup softkey.
• If the system option “Phonebook Lookup – Default to User Location” is enabled
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for your phone, the search is limited to names that share your location; otherwise,
the entire directory is searched.
• If the system option “Phonebook Lookup – Display User Location” is enabled,
after the phonebook search function displays the matching name and directory
number, the user’s location is displayed. The display alternates between the
name/number and the location every 2 seconds.
4. If no match exists, edit the original entry.
or
If the system option “Phonebook with Location” is enabled, press Backup. ALL
LOCATIONS? Is displayed. Press Yes to search the entire directory or press No to search
for only names that share your location. Edit the name and press Lookup.
5. If more than one match is found, press the Next softkey.
6. Do one of the following:
• To make the call, press the Call softkey.
• To edit the entry, press the Backup softkey.
• To exit, press Cancel or Superkey.
Answer a call
Do one of the following:
• Select the programmable line key or Float Key (see page 57) for the ringing line that is
flashing.
• Lift the handset or press (SPEAKER).
End a call
Do one of the following:
• Press Hang Up or Cancel ( ).
• Replace the handset.
• Press the key that you have programmed as Cancel.
• If you are in Handsfree mode, press (SPEAKER).
Redial
To redial the last number that you manually dialed:
1. Lift the handset (optional).
2. Press
(REDIAL).
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Redial - Saved Number
To save the last number that you manually dialed:
1. Lift the handset.
2. Dial the appropriate feature access code.
To Redial a saved number:
1. Lift the handset.
2. Dial the appropriate feature access code.
Handsfree Operation
To use Handsfree to make a call:
1. If you want to use a Non–Prime Line, press a Line Appearance key.
Note: Your administrator must program Line Appearances to your phone.
2. Dial the number.
3. Begin speaking when the called party answers. Your phone's Handsfree microphone and
Handsfree speaker transmit and receive audio.
To use Handsfree operation to answer calls:
1. Press the flashing line key or Float Key (see page 57).
2. Begin speaking. Your phone's Handsfree microphone and Handsfree speaker transmit and
receive audio.
To hang up while using Handsfree operation:
• Press
(SPEAKER).
To turn Mute on during Handsfree operation:
• Press (MUTE). The Mute key light turns ON.
To turn Mute off and return to conversation:
• Press (MUTE). The Mute key light turns OFF.
To disable Handsfree operation:
• Lift the handset.
To return to Handsfree operation:
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1. Press (SPEAKER).
2. Hang up the handset.
Auto-Answer
When the Auto-Answer feature is active, incoming calls ring briefly, and then the phone answers
the call in Handsfree mode. You can continue the call handsfree or use the handset.
To enable or disable Auto-Answer:
• Press Auto-Answer key. (See Programming Features on Your Keys for instructions on
programming features on your phone.) The key is highlighted and all incoming calls are
answered in Handsfree mode.
To switch from Handsfree mode to handset mode:
1. Lift the handset
To end a call, do one of the following:
• Press
(Cancel)
• Press the Hang Up softkey.
• Wait for the caller to hang up.
Using the Analog line
The phone can support the Line Interface Module. See Using the Line Interface Module for more
information.
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CALL HANDLING
Hold
To place a call on Hold:
• Press
(HOLD).
• Press the key that you have programmed as Hold. The indicator flashes on the line that
has the held call.
Note: You can only retrieve a call from hold when the phone is idle.
To retrieve a call from Hold, do one of the following:
• Lift the handset and press the flashing line key or Float Key (see page 57).
• Press the flashing indicator.
• Use the Add Held feature to conference into the held call.
To retrieve a call from Hold at another phone, do one of the following:
• Press the flashing line key.
• Dial the appropriate feature access code and the number of the station that placed the
call on Hold.
Mute
Mute lets you temporarily turn your phone's handset, headset or handsfree microphone off during
a call.
To turn Mute on during a call:
• Press (MUTE). The (MUTE) light turns ON.
To turn Mute off and return to the conversation:
• Press (MUTE). The (MUTE) light turns OFF.
Note: If you are on a Handsfree MUTED call and you lift the handset, the handset microphone is
automatically enabled and the MUTE light turns OFF.
NOTE FOR USERS ON RESILIENT 3300 ICP SYSTEMS: If your phone switches to the
secondary system while your speaker or handset is muted (that is, while the Mute key is lit) the
call remains muted until you hang up.
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Transfer
To Transfer an active call:
1. Press
(TRANS/CONF).
2. Dial the number of the third party.
3. Do one of the following:
• To complete the Transfer, hang up.
• To announce the Transfer, wait for an answer, consult, and hang up.
• To cancel the Transfer, press
To transfer an active call during headset operation:
1. Press (TRANS/CONF).
(CANCEL).
2. Dial the number of the third party.
3. To complete the Transfer, press the Release feature key.
Conference
To form a Conference when a two–party call is already in place, or to add another party to an
existing Conference:
1. Press
(TRANS/CONF).
2. Dial the number of the next party.
3. Wait for an answer.
4. Press
(TRANS/CONF).
To leave a Conference:
• Hang up or press
Conference Split
(CANCEL).
To Split a Conference and speak privately with the original party:
• Press the Split softkey.
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Add Held
To move a call on hold to another line appearance:
1. Press an available line key.
2. Press the AddHeld softkey.
3. Press the flashing line key.
To add a call on Hold to an existing conversation or conference:
1. Press the AddHeld softkey.
2. Press the flashing line key.
Swap
To call another party when you are in an established two–party call:
1. Press
(TRANS/CONF).
2. Dial the number.
To alternate between the two parties:
• Press the Trade Calls softkey.
Call Forwarding
Call Forward lets you redirect incoming calls to an alternate number when
• your phone is busy,
• when you're not answering, or
• all the time.
You can program, activate, and deactivate Call Forward Always quickly through the
Applications screen while you have other types of Call Forwarding, such as Busy External,
activated through your Call Forwarding profiles.
For example, you can enable profiles to forward calls to your voice mailbox when your phone is
busy or unanswered. Then, if you must leave your desk, you can quickly enable Call Forward
Always to another phone, such as your home phone or cell. After you return to your desk and
deactivate Call Forwarding Always, your profiles for busy or unanswered conditions remain
active.
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USING QUICK CALL FORWARD ALWAYS
To program and enable Call Forward Always:
1. Launch Applications and press Call Forwarding
or
Press the Forwarding feature key.
2. If a number is already programmed, you can
• Press Activate to enable forwarding to the current number
or
• Enter a new destination number and then press Activate.
Note: Call Forward Always takes precedence over all other types of forwarding.
To deactivate Call Forward Always:
1. Launch Applications and press Call Forwarding
or
Press the Forwarding feature key
2. Press Deactivate.
PROGRAMMING CALL FORWARDING USING PROFILES
You can create Call Forward profiles that identify where to send your incoming calls. After you
create and save a Call Forward profile in the Call Forwarding application, you can enable or
disable the profile at any time.
Notes:
• The None Profile is a default profile provided by the system. It has no numbers
programmed. Use the None Profile to turn off all Call Forwarding.
• The default profile appears when the Call Forwarding set up does not match any of your
profiles.
• Only one call profile can be active at a time.
• The dotted radio button icon next to the profile shows the current active profile.
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To create a Call Forward profile:
1. Launch Applications and press Call Forwarding
or
Press the Forwarding feature key.
2. Press Profiles.
3. Press New Profile.
4. Press Edit Profile Name. An on-screen keyboard displays.
5. Press the appropriate keys in the on-screen keyboard to enter the profile name and press
Save. This profile name identifies where your phone calls will be forwarded to.
6. Select the check box opposite the desired type of Call Forwarding:
• Always: forwards all your phone calls
• Busy Internal: forwards internal phone calls after several rings if your line is
busy
• Busy External: forwards external phone calls after several rings if your line is
busy
• No Answer Int: forwards internal phone calls redirects your calls after several
rings if you don't answer
• No Answer Ext: forwards external phone calls redirects your calls after several
rings if you don't answer
7. Press Edit Number to display the on-screen keyboard. In the on-screen keyboard, enter
the appropriate number.
8. Press Save.
9. Press Enable.
10. Press Save.
11. Repeat Step 6 to Step 10 for each Call Forwarding type that you wish to program.
12. Press Save. This profile is saved but it is not activated. To activate this profile, see
Activate Call Forward below.
13. Press Close.
14. Press Close.
Note: Press Cancel at any time to exit this application without making any changes.
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ACTIVATE CALL FORWARD
To turn Call Forward on once it has been programmed:
1. Press the blue Applications
2. Press Call Forwarding.
3. Press Profiles.
key.
4. Press the appropriate Profile setting.
5. Press Activate.
6. Press Close.
CANCEL CALL FORWARD
To cancel Call Forward:
1. Press the blue Applications
2. Press Call Forwarding.
3. Press Profiles.
key.
4. Press None setting.
5. Press Activate.
6. Press Close.
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5330/5340 IP Phones – User Guide
USING OTHER FEATURES
Account Codes
An account code is a series of digits that you assign to your calls, usually for accounting
purposes. The code identifies the account in the call records that your system generates. A forced
account code is usually entered from another extension, enabling you to use features or make
calls that the extension otherwise could not. If you want this feature enabled on your phone, ask
your System Administrator.
To use Account Codes:
1. Lift the handset.
2. Dial the Account Code digits.
3. Press #.
To enter an Account Code during a call:
1. Press Superkey (must be programmed to a key).
2. Select Account Code.
3. Dial the Account Code digits.
4. Press the Save softkey.
5. Do one of the following:
• For a verified account code, press the Yes key.
• For a non-verified account code, press the No key.
ACD
If your phone is ACD-enabled, you can log in as an agent. When there is no agent logged onto an
ACD-enabled set, LOGGED OUT is displayed.
To log in as an ACD agent:
1. Press Superkey.
2. Press Yes.
3. Enter your Agent ID, using the key pad.
4. Press Enter.
The text, LOGGED OUT disappears.
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Attendant Call Hold - Remote Retrieve
To retrieve a call placed on Hold by the attendant:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Dial the digits announced by the attendant.
Callback
The Callback feature allows you to be notified when a busy phone becomes free or when a phone
has been used after a no-answer condition was encountered.
To request a Callback when you reach a busy or unanswered station:
1. Press Call Me Back.
2. Hang up.
When the party is available, your phone starts ringing, and the display shows the Callback
ringing indicator.
To answer a Callback:
• When you see the Callback ringing indicator, lift the handset, or press the Float Key
(flashing with the calling party’s name label; see page 57).
Call Forward - Remote (I'm Here)
To forward calls from a remote station to your current location:
1. Press Superkey (must be programmed to a key).
2. Press the No softkey until "Call Forwarding?" appears.
3. Press the Forwarding softkey.
4. Press the Next softkey until "I Am Here" appears.
5. Press the To Me softkey.
6. Dial the extension of the remote station.
If you make an error while dialing, use the <— softkey to backspace and correct the
number.
7. Press
(DOWN) or the Save softkey.
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To cancel Call Forward – Remote from the station that set the remote forwarding:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Dial the extension of the remote station.
4. Hang up.
To cancel Call Forward – Remote from the station that was forwarded:
1. Press Superkey (must be programmed to a key).
2. Press the No softkey until "Call Forwarding?" appears.
3. Press the Forwarding softkey.
4. Press the Review softkey.
5. Press the Change Key softkey.
6. Press the Turn FWD Off softkey.
7. Press Superkey (must be programmed to a key).
Call Forward - End Chaining
To ensure that calls do not get forwarded again by the destination number:
1. Lift the handset.
2. Dial 64.
3. Hang up.
To again allow calls to be forwarded by the destination number:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Hang up.
Call Forward - Forced
To force an incoming call to be forwarded:
• Press the Forward softkey.
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Call Forward - Override
To override Call Forward and ring a station:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Dial the extension number.
Call Park
The Call Park feature allows you to place a call in a special hold state. You, or someone else, can
then retrieve the call from any extension in the system.
After parking the call, the system can automatically connect you to paging equipment so that you
can announce the call to the requested party.
To park an active call:
1. Do one of the following:
• Press the Call Park feature key (must be programmed)
• Press
(TRANS/CONF), and then dial the appropriate feature access code.
The display shows PARKED@, followed by the park destination and parking spot
index (if applicable). Example: PARKED@ 1234 @ 02.
2. Dial the directory number on which to park the call (not required if the number is
programmed to the Call Park feature key).
3. To inform a user that a parked call is waiting, do one of the following:
• If automatic paging is enabled, announce the call and the park retrieve digits
shown on the display.
• If automatic paging is disabled, press the programmed Page key, or dial the
appropriate feature access code, followed by the Paging zone number (if
required). Then, announce the call and park retrieve digits shown on the display.
Note: Paging over a loudspeaker is not permitted in handsfree mode; you must use the handset or
headset.
To retrieve a parked call:
1. Do one of the following:
• Dial the appropriate feature access code.
• Press the Call Park - Retrieve feature key (must be programmed).
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2. Dial the directory number on which the call is parked (not required if the number is
programmed to the Call Park feature key).
3. If there are multiple calls parked on the number, dial the two-digit index number to
retrieve a specific call, or # to retrieve the longest parked call.
Call Pickup
To answer a call that is ringing at another extension in your Pickup Group:
1. Lift the handset.
2. Press the key that you programmed as Pickup.
To answer a call that is ringing at another extension not in your Pickup Group:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Dial the number of the ringing station.
Campon
When you get a busy tone, you can use the Campon feature to be notified when the busy party
becomes available.
To Campon to a busy station:
• Press the I Will Wait softkey.
To retrieve a call when you hear the Campon tone:
• You can use the Trade Call or Call Swap feature with the
(TRANS/CONF)
hardkey or a programmable line key.
Direct Paging
Direct Paging allows you to page a party through the party’s handsfree speaker. If the paged
party has Off-Hook Voice Announce enabled, the page will be heard even when the party is on a
handset or headset call. If the paged party has Handsfree Answerback enabled and turned on on
the phone, your page automatically establishes a handsfree call with the paged party.
To page a party:
1. Lift the handset.
2. Press the Direct Paging feature key or dial the appropriate feature access code.
3. Dial the extension number.
4. Speak to the dialed party after the tone.
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How you answer a Direct Page depends on whether Handsfree Answerback is enabled and
turned on at your phone. See one of the following procedures in this guide:
• Direct Paging - Handsfree Answerback Enabled
• Direct Paging - Handsfree Answerback Disabled
Direct Paging - Handsfree Answerback Enabled
When you receive a Direct Page, Handsfree Answerback automatically establishes a Handsfree
call on your phone after a single burst of tone.
Your administrator enables or disables Handsfree Answerback on your phone. After your
administrator enables Handsfree Answerback, you can choose to turn it on or off directly from
your phone.
To turn Handsfree Answerback on:
• When your phone is idle, press (MUTE) once. The MUTE key light flashes to indicate
that Handsfree Answerback is ON.
• When a Direct Page arrives, the MUTE key light turns OFF and a Handsfree call is
automatically established.
To turn Handsfree Answerback off:
• Press the flashing (MUTE) key once. The MUTE key light turns OFF.
• To respond to a Direct Page when Handsfree Answerback is OFF, see "Direct Page -
Handsfree Answerback Disabled" elsewhere in this guide.
Note: By default, Handsfree Answerback is turned OFF at your phone. If the (MUTE) key is
OFF when your set is idle, Handsfree Answerback is OFF.
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To answer a call using Handsfree Answerback:
Phone state before Page arrives To answer the Direct Page
Phone is idle and MUTE
is flashing
1. Check that MUTE is OFF.
2. Listen for the paging party.
3. Begin speaking.
4. Lift the handset if you wish to switch from a Handsfree
call to a handset call.
You are on a handset or headset
call, and MUTE is OFF
1. Check that MUTE is flashing.
2. Press MUTE. The light turns ON solid, and you are now
speaking to the paging party and have muted your
handset/headset call.
3. Speak to the paging party. Press MUTE to alternate
between handset/headset and handsfree calls.
You are on a MUTED
The party paging you receives a busy tone. Handsfree
handset/headset call, OR, you are Answerback does not interrupt your call.
on a Handsfree call
To end a Handsfree Answerback call:
• Press either
(SPEAKER) or
(CANCEL).
When the Handsfree Direct Page call ends, the MUTE key light returns to the state it was in
before the call was established.
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Direct Paging - Handsfree Answerback Disabled
Your administrator enables or disables Handsfree Answerback and you can also turn it on or off
on your phone. To turn Handsfree Answerback off, see "Direct Paging - Handsfree Answerback
Enabled" elsewhere in this guide. When Handsfree Answerback is disabled on your phone and
you receive a Direct Page, the Direct Page is indicated by a single burst of tone.
To answer Direct Page calls when Handsfree Answerback is disabled:
Phone state before Page arrives: To answer the Direct Page
(indicated by single burst of tone):
Phone is idle and MUTE is OFF. 1. Check that MUTE is ON solid.
2. Lift the handset OR press MUTE key to answer in
Handsfree mode. (The light turns OFF.)
3. Begin speaking.
You are on a handset call or
1. Check that MUTE is flashing.
headset call, and MUTE is OFF
2. Press MUTE. The light turns ON solid and you are now
speaking to the paging party and have MUTED your
handset/headset call.
3. Speak to the paging party. Press MUTE to alternate
between handset and handsfree calls.
You are on a MUTED
The party paging you receives a busy tone. Handsfree
handset/headset call, OR, you are Answerback does not interrupt your call.
on a Handsfree call
To end a Direct Page call, do one of the following:
• Hang up the handset to end a handset call.
• Press
(SPEAKER) to end a Handsfree call.
• Press
(CANCEL).
When the Handsfree Direct Page call ends, the (MUTE) key light returns to the state it was in
before the call was established.
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Do Not Disturb
When you enable Do Not Disturb, callers will get a busy tone, and an on-screen text message
indicating that you do not wish to be disturbed.
To activate or deactivate Do Not Disturb:
• Press the Do Not Disturb key that you programmed. The key is highlighted when Do Not
Disturb is activated and is not highlighted when Do Not Disturb is not activated. The
phone status line shows the Do Not Disturb
To activate Do Not Disturb from a remote extension:
1. Lift handset.
icon.
2. Dial the number of the station to which Do Not Disturb is to apply.
3. Hang up.
To deactivate Do Not Disturb from a remote station:
1. Lift handset.
2. Dial the appropriate feature access code.
3. Dial the number of the station with Do Not Disturb activated.
4. Hang up.
Emergency Calls
Warning for emergency number dialing: Consult your local authorities for Emergency
Numbers and 911 or equivalent service availability in your area.
There are two methods of dialing emergency numbers, based on the programming of your 3300
ICP:
• Emergency Call Routing NOT programmed
• Emergency Call Routing programmed
Caution: Verify with your System Administrator which type of emergency number dialing you
can use.
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EMERGENCY CALLS WHEN EMERGENCY CALL ROUTING NOT PROGRAMMED
If Emergency Call Routing is NOT programmed, Emergency Number dialing should only
be performed by picking up the handset and selecting the Analog Line key you have
programmed. If Privacy Mode is enabled and the Analog Line key local line is busy, dialing
will not occur on the Line Interface Module line. Emergency dialing using an IP connection
may not be supported due to ICP system configuration and country location. For more
information, contact your System Administrator.
To make an Emergency Call using the Line Interface Module line:
1. Lift the handset.
2. Press the Analog Line key that you have programmed.
The set indicates ANALOG CALL
3. Dial your Local Emergency Number.
To make an Emergency Call using the Line Interface Module line, when the IP connection has
failed:
1. Lift the handset.
2. Press the Analog Line key that you have programmed.
The set indicates IP FAIL: ANALOG CALL.
3. Dial your Local Emergency Number.
EMERGENCY CALLS WHEN EMERGENCY CALL ROUTING PROGRAMMED
Note: This procedure is in addition to the methods described above.
To make an Emergency Call if Emergency Call Routing is programmed:
1. Lift the handset.
2. Dial your Local Emergency Number (911 or equivalent).
For more information on using the Line Interface Module line, refer to Using the Line Interface
Module.
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Float Keys (5340 IP Phone)
The 5340 IP Phone offers 48 programmable multi-function keys for one-touch feature access.
You can program three of these keys as float keys. Float keys are typically used to display
unanswered ringing lines on designated keys where the ringing lines would otherwise be hidden
on one of the phone’s application pages. The location of the Float keys is shown in the following
figure:
Up to three concurrent incoming calls with associated labels can appear on the Float keys. The
labels are presented in reverse video (white on black background). Float keys can also be used to
support ringing line queues – due to the number of ringing lines at any one time, you are able to
view the queue of unanswered “floated” lines, and answer them as quickly as possible.
Only the following line types are supported for float keys on 5340:
•
•
•
Single Line
Key System
Multicall
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Programming Float Keys
You program the Float Keys using the Settings application on the 5340 phone. You are able to
program the Float Keys essentially as a mirror of any of the lines programmed on the 48
programmable keys. The Float Keys reflect the state of those lines including indicators and
labels, and allows you to access those lines without having to navigate to the pages where those
keys may be displayed. Any answered floating line remains floating for the duration of the call,
regardless of the manner in which it was answered.
To enable float keys:
1. Press Applications.
2. Press Settings.
3. Press Float Keys.
4. Press Enable.
5. Press Save.
To program Float Keys using the Settings Application:
1. Press Applications.
2. Press Settings.
3. Press Programmable Keys.
4. Press one of the line keys that you want to appear on a Float Key. Use the Page Navigator
keys to move through the list of programmed lines if necessary. The Float Configuration
display appears.
5. Press a key corresponding to your desired float configuration (see figure below):
Float Immediate – configure the unanswered incoming call on the designated line to
appear at the Float Key immediately
Float after. . . – configure unanswered incoming calls to display on a Float Key
after a delay of up to 60 seconds
Do Not Float – configure unanswered incoming calls to never displayed on a Float Key
(this is the default setting)
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6. Repeat steps 3 – 5 for every line key that you want to appear on the float keys.
7. Press Save.
8. Press Close.
To disable float keys
1. Press Applications.
2. Press Settings.
3. Press Float Keys.
4. Press Disable.
5. Press Save.
Using Float Keys
You can set up more than three lines to float. As lines ring, they get placed into a queue which
will display the first three in the float key area. If there are more than three lines configured to
float, as Float Key positions are freed up, the next lines in the queue get displayed. Press the
Float key of the ringing line to answer a call.
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Group Listen
With Group Listen, you can carry on a conversation using the handset or headset while allowing
others nearby to listen to the person at the far end over the handsfree speaker. The handsfree
microphone is disabled in Group Listen mode.
To activate Group Listen while in a handset conversation:
• Press the Group Listen key.
Audio from the far-end party is now heard through both the handset/headset and the speaker.
To make the call a normal two-way speaker call:
• Press
(SPEAKER).
To exit Group Listen mode (and return to a normal handset/headset call):
• Press the Group Listen key.
To activate or deactivate Group Listen while in headset mode:
• Press the Group Listen key.
Group Paging / Meet Me Answer
Group Paging allows you to page a group of telephones through their built-in speakers. You can
belong to as many as three paging groups with one group designated as your "prime" group.
When you need to respond to a Group Page but don't know the identity or extension number of
the paging party, use the Meet Me Answer feature. You have up to 15 minutes after receiving the
page to use Meet Me Answer.
To make a Group Page:
1. Lift the handset.
2. Press Direct Page or dial the appropriate feature access code.
3. Do one of the following:
• To page your prime page group, press #.
• To page a specific page group, dial the page group directory number.
4. Speak to the dialed party after the tone.
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To respond to a Group Page by using Meet Me Answer:
1. Lift handset.
2. Press the key you have programmed to Meet Me Answer or dial the appropriate feature
access code.
(See Programming Features on Your Phone for instructions on programming features to
your phone.)
3. Do one of the following:
• To respond to a page from your prime page group, press #.
• To respond to a page from a specific page group, dial the page group directory
number.
Headset Operation
Note: For information about the Cordless Headset, see “USING THE CORDLESS HEADSET”
on page 89.
To enable Headset Operation:
• Press the Headset feature key.
To answer a call (when Auto Answer is disabled):
• Press the flashing line key or Float Key.
To answer call (when Call Notification is enabled)
• Select Close and then select the prime line.
To hang up:
• Press
(CANCEL).
To mute your headset microphone:
• Press the (MUTE) key. The light turns ON.
To turn mute off and return to the conversation:
• Press the (MUTE) key. The light turns OFF.
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Hot Desking
Hot Desking allows you to log into the telephone system from any phone designated as a Hot
Desk phone. When you log in at the phone using your assigned Hot Desk User Extension
Number, the phone assumes all your speed dials, features keys, call forwarding setup, and line
appearances - even your language preference for the display. Any changes you make to the
phone while you are logged in--for example, adding a speed dial--are saved to your personal
profile. Logging in activates your profile on any phone that supports Hot Desking.
When you log in as a hot desk user, Call History data is updated for you. You do not see any call
logs for the phones registered DN; you only see your history data. When you log out, the
registered DNs history data is displayed. To access your voice mail when you are logged in as a
hot desk user, you must log in to your voice mail.
To log into a Hot Desking phone (the phone must be idle):
1. Press the key you have programmed to HotDesking.
2. Press the Login key.
3. Using the phone keys, enter your Hot Desk User Extension Number, and then press OK.
4. Enter your pin number and press OK.
While logged in as a hot desk user, the phone status line shows the Hot Desk
To log out of Hot Desking phone (the phone must be idle):
1. Press the key you have programmed to HotDesking.
2. Press the Logout command key.
icon.
3. Press the Confirm command key.
Note: Your profile can only be active on one phone at a time. If you log in from another phone
without logging out from the first one, the system will automatically deactivate your profile on
the first phone.
Hot Desk Remote Logout
A user who has forgotten to log out of a Hot Desking phone can be logged out from a phone that
is configured to allow Hot Desk Remote Logout.
Note: This feature must be allowed by your System Administrator via the Class of Service.
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To remotely log out a Hot Desking phone:
1. Dial 111.
2. Dial the Hot Desk User Extension Number that you want to log out.
3. Press the Logout command key.
4. Press the Confirm command key.
Hot Desk - PIN Change
To change your Hot Desk PIN:
1. Log into a Hot Desking phone.
2. Press Superkey (must be programmed to a key).
3. Press the HotDesk PIN softkey.
4. Press the Yes softkey.
5. Enter the current PIN or skip to step 6 if a PIN has not yet been assigned.
6. Press the Enter softkey.
7. Enter the new PIN.
The PIN can include digits from 0 to 9 only and can be from 0 to 8 characters in length.
8. Press the Enter softkey.
9. Re-enter the new PIN.
10. Press Superkey.
Make Busy
You can use the Make Busy feature to have your phone appear busy to other callers. If callers
dial your phone number when Make Busy is enabled a message indicating that your line is busy
is displayed on their phones.
To enable Make Busy:
• Press the key you programmed to Make Busy. The key illuminates when Make Busy is
activated and MAKE BUSY is displayed.
To disable Make Busy:
• Press the key you programmed to Make Busy.
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Message Waiting Indicator
The Message Waiting Indicator (MWI) feature allows you to be notified when messages have
been left on another phone. Once you have programmed a key to MWI, this key is always
enabled.
To use MWI to contact the extension that left a message:
• Press the key you have programmed to MWI.
Messaging - Advisory
Advisory Messaging enables you to select a notice that appears on your phone display to inform
people visiting your desk of your whereabouts. Select from a variety of advisory messages,
including "On vacation", "In a meeting", or "Out to Lunch".
To turn Messaging - Advisory on:
1. Press Superkey (must be programmed to a key).
2. If necessary, press the No softkey until "Advisory Msgs” appears.
3. Press the Advisory softkey.
4. Press the Next softkey until the desired message appears.
5. Press the Turn Msg On softkey.
To turn Messaging - Advisory off:
1. Press Superkey (must be programmed to a key).
2. If necessary, press the No softkey until "Advisory Msgs" appears. .
3. Press the Yes softkey when "Advisory appears.
4. Press the Turn Msg Off softkey .
Messaging - Callback
To leave a Callback Message when you hear busy or ringback tone:
• Press
To respond to a message waiting condition on your phone:
1. Press (MESSAGE).
(MESSAGE) or press the Callback softkey.
2. If a password is required, dial your password (and press the Enter softkey if available).
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3. Press the Read Message softkey, and do one or all of the following:
• To display the time the message was sent, press the More Msg softkey.
• To display the number of the caller, press the More Msg softkey twice.
• To call the message sender, press the Call softkey.
• To delete the message, press the Erase Msg softkey.
• To view the next message, press
(MESSAGE).
You can check for messages from a remote station:
1. Press Superkey (must be programmed to a key).
2. Press the No softkey until "Remote Msging?" appears.
3. Press the Yes softkey.
4. Dial your extension number.
5. Press the Enter softkey.
6. If a password is required, enter your password and press the Enter softkey.
7. Press the Yes softkey.
You can set, change, or clear a password (up to 7 digits, not including 0):
1. Press Superkey (must be programmed to a key).
2. Press the No softkey until "Set Password?" appears.
3. Press the Yes softkey.
4. Do one of the following:
• To enter a new password, enter your password.
• To change or clear your password, enter your current password.
5. Press the Enter softkey.
6. To change or clear your password, do one of the following:
• To change your password, enter your new password and press the Enter softkey.
• To clear your password, enter 0.
7. Enter your new password again.
8. If you are setting up or changing a password, press the Enter softkey.
9. Press Superkey (must be programmed to a key).
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Messaging - Cancel Callback
To cancel a Callback:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Dial the number of the called station.
4. Hang up.
Messaging - Cancel All Callbacks
To cancel all Callbacks:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Hang up.
Music
To turn Music on and off when the phone is idle, do one of the following:
• To turn the music on, press the key that you programmed to Music or the Music softkey.
• To turn the music off, press the key that you programmed to Music or the Music softkey.
When the Music is activated, the key you have programmed is highlighted.
Night Answer
The Night Answer feature allows you to route calls to an attendant or message at night.
To enable Night Answer:
• Press the key you programmed to Night Answer. When you have enabled Night Answer,
this key is highlighted.
To disable Night Answer:
• Press the key you programmed to Night Answer
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Override (Intrude)
When you dial a number whose owner has enabled Make Busy, your phone displays the message
indicating that the line is busy. You have the option to override this setting.
To use Override when you encounter a busy tone:
1. Press the key you programmed as Override.
2. Wait for an answer.
Paging
To use Paging:
1. Lift handset.
2. Press the key that you have programmed to Page.
3. Dial the Paging zone number (if required).
4. Make the announcement.
Record a Call
This feature uses your voice mail system to record your telephone conversations.
Note: You may be required by law to inform the other party that you are recording the
conversation. For specific instructions, consult your system administrator.
To start recording while on a 2-party call:
• Press the Record Call key. (See Feature Keys elsewhere in this guide for instructions on
programming a Record Call key to your phone.)
Note: Your system may be programmed to automatically begin recording external calls when
you or the other answers.
To control recording, do one or all of the following:
• To pause recording, press the Pause softkey.
• To resume recording after pausing, press the Resume softkey.
• To stop a recording without saving it, press the Erase softkey or
(CANCEL).
• To stop and save a recording, press the Save softkey.
Putting the call on hold saves the recording; taking the call off hold starts a new recording.
Depending on system programming, hanging up, or pressing
key, may also save the recording.
(TRANS/CONF) or a DSS
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To listen to a recording:
1. Lift the handset.
2. Access your voice mailbox.
3. Follow the prompts to retrieve the recording.
Reminder
To program a Reminder:
1. Press Superkey (must be programmed to a key).
2. Press the No softkey until "Timed Reminder" appears.
3. Press the Reminder softkey.
4. Enter the time in 24-hour format.
5. Press the Save softkey.
To view, change, and/or cancel a pending Reminder:
1. Press Superkey (must be programmed to a key).
2. Press the No softkey until "Timed Reminder" appears.
3. Press the Reminder softkey.
4. Do one of the following:
• To change the Reminder, press the Change Key softkey, enter the new time, and
press the Save softkey.
• To cancel the Reminder, press the Cancel No. softkey.
• To exit without canceling the Reminder, press Superkey (must be programmed to
a key).
To acknowledge a Reminder when your phone rings once:
• Press the Confirm softkey.
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Speak@Ease
Users of the Speak@Ease softkey can place a call by speaking the name of the person they wish
to dial. Speak@Ease enables you to have access to Mitel Speech Server. The Speech Server is a
speech recognition application that routes incoming calls to a specific destination based on
spoken commands.
To dial a call using Speak@Ease:
1. Press the key you have programmed to Speak@Ease.
2. Speak the name of the person you wish to call.
Speed Call
Speed Call is an application that allows you to dial a specific number with one key press. You
must program Speed Call on a Programmable key. For more information on programming this
key, see Program Feature Keys Using the Settings Application.
To make a Speed Call:
• Press the key that you have programmed as your Speed Call key.
Tag Call
Tag Call allows you to signal that you are the victim of a threatening or malicious call. Using the
tag, your system administrator or Telephone Company can identify the source of the call and
provide this information to appropriate personnel or authorities.
CAUTION: Tagging a non-malicious call may result in fines or other penalties.
To tag a malicious call:
1. Press the programmed Tag Call key while the call is in progress. For information on how
to program keys, see to Programming Features On Your Keys
-OR-
1. Press
(TRANS/CONF).
2. Dial the appropriate feature access code.
If the call was successfully tagged, Thank You is shown on the display; otherwise, Not
Allowed is displayed.
Note: Tag Call can be used on active two-party calls only. Calls on hold and conference calls
cannot be tagged.
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Trunk Flash
The Trunk Flash feature allows you to access Centrex features (if available) while you are
talking on an outside call.
To flash a trunk while talking on an outside call:
1. Press the key you have programmed to Flash.
Note: You can program a key to single flash or double flash.
2. Wait for dial tone.
3. Dial the Centrex feature access code.
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VISUAL VOICE MAIL (5340 IP Phone Only)
Set up your mailbox
Before you can use voice mail, you must first set up your mailbox.
To set up your mailbox:
1. Dial the voice mail Hunt Group number provided by your system administrator.
2. Follow the verbal instructions to create your personal passcode and to record your name
and greeting.
3. Set up Call Forwarding to direct your calls to the voice mail hunt group number.
Enable Visual Voice Mail
To enable Visual Voice Mail
1. Press Applications.
2. Press Settings.
3. Press Message Key Configuration.
4. Select Open Voice Mail Application.
5. Press Save.
Opening the Visual Voice Mail application
You can open the Visual Voice Mail application by selecting it in the Application list or by using
the Settings application to program a key (either a feature key or the Message key,
) to open
it. See “Program Feature Keys Using the Settings Application.”
Note: You must log out of Visual Voice Mail before you can access your voice mailbox from
the dialpad.
Log into your mailbox from your own extension
To login to your mailbox from your extension:
1. Open the Voice mail application.
Note: The mailbox number assigned to the prime extension of this phone is displayed.
From this window, only the mailbox assigned to this extension can be logged into.
If this is not your mailbox number, see Log into your mailbox from another
extension. If there is no mailbox associated with the phone’s primary DN, the
mailbox status is displayed as No Mailbox. In this case, see Log into your mailbox
from another extension.
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2. Enter your passcode.
3. Press OK.
4. If you wish to have the system remember this passcode, press Remember my passcode
to enable the check box (5).
5. Press Login.
Note: While you are logged into your mailbox, no indication of any new messages arriving is
provided until you log out and log in again.
Log into your mailbox from another extension
To login to your mailbox from another extension:
1. Open the Voice mail application.
2. Press Connect as guest.
3. Enter your mailbox number.
4. Press Enter Passcode.
5. Enter your passcode.
6. Press Login.
Note: If you wish to return to the owner login window, press Connect as owner at any
time.
Log out of your mailbox
To logout of your mailbox:
• Press Logout. This closes the Voice Mail application.
Note: After five minutes of inactivity, you are automatically logged out of your mailbox and the
Voice Mail application closes. When you close the Voice Mail application, you are not
automatically logged out of your mailbox.
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About the Visual Voice Mail main window
Control Keys
Message List
Navigation Keys
The Voice Mail Application Main Window
The Voice Mail application main window contains a chronological list of the voice messages in
your mailbox, with the oldest message listed first. Use the Navigation keys to scroll through the
messages. By default, only new messages are listed when the main screen opens. You sort the
list by message type using the sorting keys (All, New, Urgent, Recorded, Saved) in Control keys
area. Messages are marked in the following ways:
Icon
Type of Message
New (never played)
New Confidential
New Urgent
New Confidential Urgent
Saved
Saved Confidential
Saved Urgent
Saved Confidential Urgent
Recorded calls recorded using the Record A Call feature
Note: Confidential messages cannot be forwarded.
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Display message details
To display details about a message:
1. Open the Voice mail application.
2. Login to your mailbox.
3. Press on a message in your message list. The Message Details window displays showing
the following information about your message:
• Message sender name and number (if available)
• Message type: new, saved, confidential, urgent or recorded, receipt confirmation
• Date, time and duration of message
Message Details
The Message Details Window
In this window, you can save (Keep), play, or delete (Discard) the message. You can send
the voicemail to your email if the Forward to Email feature is enabled or forward it to
another user. You can dial the message sender or add the message sender to your contact
list in the People application.
4. To view other messages and their details, use the Navigation keys (
move up or down through your message list.
,
) to
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Play a voice message
To play a voice message:
1. Open the Voice mail application.
2. Login to your mailbox.
3. Select a message in your message list.
4. Press Play.
Control the play of the message via the following command buttons:
• stop
• pause
• rewind the message by five seconds (➟ Skip)
• fast forward the message by five seconds (Skip ➟)
• go to the beginning of the message (|➟ To start)
|
• go to the end of the message (To end ➟ )
Note: The audio connection is terminated after 30 seconds of idle time.
Dial message sender
To dial the phone number of a message sender:
1. Open the Voice mail application.
2. Login to your mailbox.
3. Do one of the following:
• In the main window Message List, press the Dial key to the right of the message.
• Select a message in your message list to display the Message Details, and then press
Dial.
If there is no known number, the Dial key is disabled (no icon appears next to the key).
If the number is external, enter the required prefix digit (for example “9”) to access an
outside line before pressing Dial. When dialing from the window Message List, the
number is dialed as displayed; no prefix entry is allowed.
Pressing Dial may display the Phone application depending on the Call Notification
preference selected in the Settings application.
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Save a message
To save a message:
1. Open the Voice mail application.
2. Login to your mailbox.
3. Press on a message in your message list.
4. Press Keep.
The saved message is removed from the new list and added to the saved list.
Delete a message
To delete a message:
1. Open the Voice mail application.
2. Login to your mailbox.
3. Press on a message in your message list.
4. Press Discard.
The next message in the message list is displayed. If the last message in the list was
deleted, the Message Details window is closed.
Add a message sender to your contacts list
To add a sender to your contact list:
1. Open the Voice mail application.
2. Login to your mailbox.
3. Select a message in your message list.
4. Press To contacts.
The contact is added to your contacts list in the People application. If the contact already
exists in your contact list, it is not added.
Forward a message to another mailbox
You can only forward messages to internal mailboxes. Confidential messages cannot be
forwarded.
To forward a message to another mailbox:
1. Open the Voice mail application.
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2. Login to your mailbox.
3. Select a message in your message list.
4. Press Give.
5. Enter the recipient’s mailbox number.
6. Press Send message.
Forward a message to your email address
You can only forward a message to your email address if the Forward to Email feature is enabled
on your system. You can tell that the feature is disabled by the absence of a To Email button on
your phone.
To forward a message to your email address:
1. Open the Voice mail application.
2. Login to your mailbox.
3. Select a message in your message list.
4. Press To Email.
The message is forwarded to your email address. If you have set your preference in the
Desktop User tool to delete messages when forwarding, the message is deleted (but
remains in the list until you log out of your mailbox).
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USING YOUR PHONE WITH THE 5310 IP
CONFERENCE UNIT
Your phone uses the 5310 IP Conference Unit for conferencing. You use the Conference
Controller to turn the conference unit off or on, to adjust the volume or to put the conference unit
into Presentation mode. You can only run one Conference Controller session at a time. If the
5310 Conference Unit is not connected to your phone, the Conference Controller application is
not available.
Access the Conference Controller
To access the Conference Controller:
1. Press the blue Applications
key and press Conference Unit, or
2. Press the key programmed to the Conference Unit application.
Turn the conference unit on and off
1. Verify that the conference unit is connected to your phone.
2. Access the Conference Controller. For more information, see Access Conference
Controller.
3. Press Turn On/Turn Off.
While the Conference Unit is on, the
Adjust the conference unit volume
• Press Volume Up or Volume Down.
icon shows in the phone status line.
Place the conference unit in Presentation mode
Presentation Mode is used when only one individual is speaking to a group. If another member in
the group wishes to speak, you must disable Presentation Mode. Presentation Mode minimizes
extraneous noise.
To place the conference unit in Presentation mode
• Press Presentation Mode.
Exit the conference controller
To exit the conference controller
• Press Close.
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Mute the conference unit
To mute the conference unit so that conversation in the meeting room cannot be heard by
individuals being conferenced:
• Press Mute.
USING THE LINE INTERFACE MODULE
Your phone supports the Mitel Line Interface Module. The Line Interface Module allows you to
make and receive calls over an analog line (Line Interface Module line) connected to your phone.
The Line Interface Module operates in either of the following two modes, as determined by your
System Administrator:
• Line Interface Module Mode: your phone allows you to use the Line Interface Module
line at any time
• Failover Mode: you can use the Line Interface Module line only when the IP connection
has failed
Note: Handsfree and on-hook dialing are not supported on the Line Interface Module line.
For information on emergency number dialing using the Line Interface Module, refer to
Emergency Calls.
Making and Answering Calls Using the Analog key
To make a call using the Analog line:
1. Lift the handset.
2. Press the key you programmed as Analog Line.
ANALOG CALL is displayed.
3. Dial the number.
Note: When you make an external call over the analog line, a prefix dialing number is not
required. If your phones Analog Line key has the Privacy option enabled, you cannot access the
analog line when another phone is using the analog line (key is solid orange).To access the
analog line, the user of the other phone must first hang up. To determine whether the Privacy
option is enabled, contact your System Administrator.
To answer a Call using the analog line:
1. Lift the handset.
2. Press the Analog Line key that is highlighted.
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To answer a waiting call on the analog line:
Note: If you have subscribed to an analog call waiting service, you may use the hookswitch or
press Cancel ( ) to answer a waiting analog call. When you are on an analog call and a waiting
analog call arrives, you hear a beep. This feature may not be supported in all regions.
To answer a waiting analog call or return to the original analog call:
1. Do one of the following:
• Press and release the hookswitch
• Press Cancel (
)
2. Press the key you have programmed as Analog Line.
To put a current call on hold to answer an incoming analog call:
• Press the highlighted Analog Line key.
To switch between the current call and the held call when one of the calls is using the analog
line, do one of the following:
• If your current call is using the analog line, press the flashing Line key of the held call.
The analog call is automatically put on hold.
• If your current call is using an IP line, press the highlighted Analog Line key. The IP line
is automatically put on hold.
To end a current call when an incoming analog call arrives:
• Press Cancel ( ) and then press the highlighted Analog Line key. The current call ends
and you are connected to the caller on the analog line.
To end the current analog call when an incoming call arrives:
• Press Cancel ( ). The current analog call ends and you are connected to the new caller.
Making and Answering Calls Using the Failover Mode
To make a call using the analog line during an IP connection failure:
1. Lift the handset.
The phone displays IP FAIL: ANALOG CALL.
2. Dial the number.
To answer a call using the analog line during an IP connection failure:
• Lift the handset. The call is answered. The phone displays IP FAIL: ANALOG CALL.
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USING YOUR PHONE WITH THE CORDLESS
MODULE AND ACCESSORIES
The cordless handset and cordless headset provide users with the capability to move around
within their own office or adjacent offices while using the telephone.
Both cordless devices connect to your IP telephone through the cordless module, which attaches
to the back of the phone. The cordless headset rests and recharges in a headset cradle that
attaches to the side of the telephone. The cordless handset recharges in the handset cradle.
The Cordless Devices Application (see page 92) provides access to the configuration settings and
information screens that apply to the cordless module and accessories.
Note: Since only one module type can be attached to the phone at any given time, you can not
use a Programmable Key Module (PKM) when the Cordless Module is attached.
CAUTION: Attempting to remove the back plate on the telephone to install the Cordless
Module before disconnecting the telephone’s power supply may damage the telephone. For
information about installing the Cordless Module, see the Cordless Module and Accessories
Installation Guide for Mitel 5330/5340 IP Phones available at Mitel OnLine.
Figure 1. Cordless Module and Accessories on 5300 Series Phone
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Figure 2. Rear view
Elements of Your Cordless Module and Accessories
Feature
Function
1) Cordless Module
Attached to the back of the phone, the module
contains a Light Emitting Diode (LED)
indicating that a cordless device is in use; also
indicates the state of pairing between the
module and a cordless device.
2) Cordless Headset
Cordless hands free operation for calls. If you
are using the cordless headset, you do not need
to use the handset.
3) Cordless Headset Charging Cradle
4) Cordless Handset Charging Cover
Provides power to recharge the cordless
headset battery.
Provides power to recharge the cordless
handset battery. Replaces the cover supplied
with the phone for corded handsets.
5) Cordless Handset
Cordless operation for handset calls. (You can
transfer from the phone handset to the cordless
headset at any time.)
(Figure 2)
6) Cordless Module pairing button
Initiates pairing between the Cordless Module
and a cordless accessory.
7) Cordless Headset Cradle cable
Connects to the Cordless Module to provide
power to the charging cradle.
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Handset/Headset Combinations
The following combinations of corded and cordless headset and handset are supported on the
5330/5340 IP Phone:
• Corded handset only
• Corded headset only
• Corded handset and corded headset
• Cordless handset only
• Cordless headset only
• Cordless handset and cordless headset
• Corded handset and cordless headset
• Corded headset and cordless handset
Pairing the Cordless Module and Accessories
The cordless headset and handset are optional accessories, ordered separately. Before use, each
must establish communication with the Cordless Module using a procedure called pairing.
Notes:
• An IP telephone can have only one cordless handset and one cordless headset
• A cordless handset or headset can be paired with only one IP telephone at a time
• Pairing a new cordless handset or headset with the IP telephone overwrites the
configuration of any previous handset or headset
• Pairing cannot be performed when the cordless device is already in use.
Pairing a Cordless Accessory with the Cordless Module
To pair a cordless accessory:
1. Ensure that the battery of the cordless device to be paired is at least partially charged.
2. Press and hold down the pairing button on the back of the Cordless Module (see Figure 2
on page 82) for 5 seconds to activate telephone pairing mode. The LED on the Cordless
Module blinks. The Cordless Devices application opens on the telephone and prompts
you to “Press the pairing button on the cordless device now.
3. Press and hold down the hookswitch on the cordless handset or headset for 5 seconds to
activate accessory pairing mode. The LED on the cordless accessory blinks. After a
moment, the Cordless Devices application displays protocol, firmware, hardware, and
IPEI information for the device to be paired.
4. Press Yes to confirm pairing. The Cordless Devices application confirms the pairing by
displaying the paired device name and its battery level indicator.
5. Press Close to exit.
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To unpair a cordless accessory:
9. Press the blue Applications
key and then press Cordless Devs.
10. Press the device name that you want to unpair. The information screen for the selected
device appears.
11. Press Unpair this Device. If the accessory is in use, an error message is displays.
Otherwise, the accessory is unpaired, removed from the display, and can no longer be
used to interact with the phone.
12. Press Close.
For more information about the Cordless Devices Application, see page 92.
Cordless Module LED Indicators
The Cordless Module has a blue light-emitting diode (LED) that indicates the current status of
the module (See Figure 1):
Blue LED
Solid
Function
Audio is active between the module and either the handset or headset.
Pairing mode is active or a firmware upgrade is in progress.
No audio is active.
Blinking
Off
Solid for 2 seconds
Pairing is successful.
Blinking: LED is On and Off for equal amount of time
Using a Cordless Device as a Remote Control
When not being used to talk, the cordless handset/headset buttons can act as a remote control
device to change display contrast, volume, and mute settings on the host IP phone. For example,
in a remote handsfree conference setting, the chairman can use the volume and mute buttons on a
cordless device to adjust speaker levels and mute the microphone on an IP phone that is not
within his reach. HTML applications may also make use of the cordless device buttons but
functionality may differ among applications.
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USING THE CORDLESS HANDSET
The cordless handset provides office mobility, allowing you to make and answer calls while
away from your desk. Replacing the standard corded handset, the cordless handset contains a
rechargeable battery that charges in the handset cradle when not in use.
To use the Cordless Handset, you must pair the handset with the phone. For more information,
see “Pairing the Cordless Module and Accessories” on page 85.
Figure 3. Cordless Handset on 5300 Series Phone
Elements of the Cordless Handset
Feature
Function
Blue: Light-emitting diode (LED) indicating the
status of the handset.
1) Cordless Handset LED
Green: LED indicating the status of the handset
battery.
For more information see Cordless Handset LEDs on
page 90
2) Hookswitch Button
Lifting the handset from the cradle activates the
handset. If the handset is already out of the cradle,
pressing the hookswitch takes the handset off-hook.
Pressing the hookswitch again returns it to on-hook.
Pressing the hookswitch while on a speakerphone
call, moves the call to the cordless handset.
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Feature
Function
3) Mute button
Mute allows you to turn the microphone off during a
call.
4) Volume Up and
5) Volume Down buttons
Up and Down provide volume control for the ringer
and handset/headset.
Note: The IP Phone deactivates the cordless handset when a corded handset is plugged in.
Answer a call
Do one of the following:
• Lift the cordless handset.
• If the handset is already out of the cradle, press the hookswitch button on the handset.
Note: A call on a Line Appearance key answered while a call is on hold on the Prime Line, is
presented over the speaker.
Hang up
Do one of the following:
• Replace the cordless handset in the cradle.
• Press the hookswitch button on the handset.
Dialing – Auto Dial Disabled
To dial a number with Auto Dial disabled:
1. Lift the handset or press the hookswitch.
2. Make the call using the dial pad, or press a programmed speed dial key on the phone.
Dialing – Auto Dial Enabled
To dial with Auto Dial enabled:
•
To dial the predefined Auto Dial number, press the hookswitch on the cordless handset or
headset.
To program Auto Dial, refer to Using the Cordless Devices Application on page 94.
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Alerting Tones and LEDs
The cordless accessories provide the following alerting tones:
Feature
Function
Mute key on cordless device ON/OFF
2-pitch tone occurs immediately. Reminder
tone occurs 30 seconds after activation and
then regularly until deactivated.
Mute key on Phone ON/OFF
No immediate tone. Reminder tone occurs 30
seconds after activation and then regularly until
deactivated.
Low battery (within 10 minutes left)
Low battery (within 2 minutes left)
3 beeps and 20 second pause repeated 3 times
3 rapid beeps and 1.5 second pause repeated 3
times
Out of range
Repetitive 3-pitch tone until you are back in
range. Note: If you are out of range for more
than 10 seconds, any call that is in progress is
dropped and not recovered.
Note: Audio indications are heard in the handset only when it is in use and may interrupt voice
transmission.
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Cordless Handset LEDs
The handset has two LEDs:
• Blue – indicates the operational status of the handset
• Green – indicates the status of the electrical charge of the battery
LED
LED State
Indicates
Color
Blue
Solid
Handset is muted
Blinking
Winking
Off
Handset is in pairing mode
Active audio path between Handset and Module
• No audio path between Handset and Module OR
• Battery is dead
Green
Solid
Battery is fully charged
Blinking
Battery is charging. Note: It is normal for the handset LED to
cycle between blinking and solid as battery charge is maintained.
Off
When handset is cradled and the LED does not flash or
illuminate, this indicates an absence of battery power. During the
first 30 – 60 minutes that the light is off, the battery may be
trickle charging. If that is the case, the LED will resume normal
behavior within that 60 minute period. If the LED remains off for
more than 60 minutes, then either the battery is no longer
chargeable or there is a problem in the charging circuit.
Blinking: LED is On and Off for equal amount of time
Winking: LED is On for a short period of time and Off for a longer period
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USING THE CORDLESS HEADSET
The cordless headset offers the same capability as the cordless handset to make and answer
telephone calls away from your desk while adding the convenience of hands-free operation.
When not in use, the cordless headset sits in the headset charging cradle.
To use the Cordless Headset, you must pair the headset with the phone. For more information,
see “Pairing the Cordless Module and Accessories” on page 83.
Elements of the Cordless Headset
Feature
1) Microphone
2) Boom arm
3) Link indicator (LED)
4) Volume control with mute switch
5) Hookswitch and pairing button (gray section with logo imprinted)
6) Speaker
7) Headband
8) Ear hook
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Answer a call
Do one of the following:
• Lift the cordless headset from the cradle.
• If the headset is already out of the cradle, press the hookswitch button on the headset.
Hang up
Do one of the following:
• Replace the cordless headset in the cradle.
• If the headset is already out of the cradle, press the hookswitch button on the headset.
Dialing – Auto Dial Disabled
To dial a number with Auto Dial disabled:
1. Lift the headset or press the hookswitch.
2. Make the call using the dial pad, or press a programmed speed dial key on the phone.
Dialing – Auto Dial Enabled
To dial with Auto Dial enabled:
•
To dial the predefined Auto Dial number, press the hookswitch on the cordless handset or
headset.
To program Auto Dial, refer to Using the Cordless Devices Application on page 92.
Headset Alerting Tones and LEDs
The cordless accessories provide the following alerting tones:
Feature
Function
Mute ON/OFF
2-pitch tone occurs immediately. Reminder tone occurs
30 seconds after activation and then regularly until
deactivated.
Mute key on Phone ON/OFF
No immediate tone. Reminder tone occurs 30 seconds
after activation and then regularly until deactivated.
Low battery (within 10 minutes left) 3 beeps and 20 second pause
Low battery (within 2 minutes left) 3 rapid beeps and 1.5 second pause
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Feature
Function
Out of range
Repetitive 3-pitch tone until you are back in range.
Note: If you are out of range for more than 10 seconds,
any call that is in progress is dropped and not
recovered.
Cordless Headset LEDs
There are two LEDs associated with the cordless headset:
• A blue LED on the headset indicates the headset status
• A green LED in the headset charging cradle indicates battery status
LED Color LED
State
Indicates
Blue
Solid
Headset mic is muted
(on headset)
Blinking
Winking
Headset is in pairing mode
Active audio path between Headset and Module
Solid for 2 • Pairing successful OR
seconds
• New battery installed
Off
• No audio path between Headset and Module OR
• Battery is dead
Green
Solid
Battery is fully charged
(on cradle)
Blinking
Battery is charging. Note: It is normal for the headset LED to
cycle between blinking and solid as battery charge is
maintained.
Winking
Off
Indicates low voltage when headset is uncradled
When headset is cradled, indicates battery is not charging.
Blinking: LED is On and Off for equal amount of time
Winking: LED is On for a short period of time and Off for a longer period
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5330/5340 IP Phones – User Guide
USING THE CORDLESS DEVICES APPLICATION
The Cordless Devices Application provides access to module information and pairing for hand-
or headsets.
To access the Cordless Devices Application, do one of the following:
• Press the blue Applications
key and then press Cordless Devices
• Press a feature key you have programmed as the Cordless Devices Application key.
For information about programming feature keys, see page 29.
Note: When the pairing button on the Cordless Module is pressed, or when the battery level of a
cordless accessory is critically low, the phone will automatically open the Cordless Devices
Application.
Viewing Cordless Module Information
You can use the Cordless Module Application to view protocol, firmware, and hardware
information about the module.
To view cordless module information
1. Access the Cordless Module Application.
2. Press Cordless Module Info. Device information appears on the screen.
3. Press Close to exit.
Low Battery Level
When the battery of a cordless device reaches a near-critical level, the phone displays a warning.
Until the battery is recharged (or until it becomes fully discharged), the warning is repeated at
each new call made using the Prime Line. To continue with a call while charging the cordless
accessory, switch to speakerphone and then cradle the cordless accessory.
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5330/5340 IP Phones – User Guide
Auto Dial
When a Cordless Module is installed and at least one device is paired, the Auto Dial feature is
available in the Settings menu. You can program a number that is automatically dialed when a
cordless device hookswitch button is pressed.
To program an Auto Dial number:
1. Press Settings.
2. Press Auto Dial, and then press Edit Number.
3. In the on-screen keyboard, enter the autodial number (see Using the Dial Pad to Enter
Information).
4. Press Save.
5. Press Edit Label.
6. In the on-screen keyboard, enter the appropriate information.
7. Press Save and then press Close.
To disable Auto Dial:
1. Press Settings.
2. Press Auto Dial.
3. Press Disable Auto Dial. The Auto Dial settings you have programmed are maintained
when the feature is disabled.
4. Press Save.
• To re-enable, repeat steps 1 and 2 and then press Enable Auto Dial.
• To change Auto Dial information, press Edit Number and/or Edit Label.
• Press Save to save all changes.
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